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Action Type Definitions

Action types are used to classify and manage actions within the system. These types help standardize how actions are recorded, reported, and analyzed.

Defining action types ensures better grouping, tracking, and evaluation of corrective, preventive, or improvement actions.

Role of Action Types in Business Processes​

Action types provide a core structure for classifying and organizing action records. They support transparency, consistency across departments, and improved reporting.

  • Classification: Each action is assigned to a specific type for clearer categorization.
  • Traceability: Audits and monitoring processes are more efficient.
  • Reporting: Reports can be generated based on specific action types.
  • Standardization: Ensures consistency across the entire system.

Action type definitions enhance control and transparency in action management.

Action Type Definition Process​

Action types can be created or updated in the system using specific parameters such as Code, Name, and Description.

Action Type Definition Screen​

This screen allows users to define a new action type or update an existing one.

Core Action Type Fields​

  • Code:
    The code must be unique for each action type.

  • Name:
    A descriptive title that indicates the purpose of the action type.
    Example: Reporting, Research, Training, Procurement

  • Description:
    An optional field that provides additional information about the scope of the action type.

Usage in the System​

The selected Action Type is linked to the action record and displayed on the detail screen.

Action Viewing Example​

On the action detail screen, the selected type appears under the “Action Type” field.

Authorization and Access Control​

Creating and editing action types is restricted by role-based permissions.

Permission Roles​

  • Create: Permission to define a new action type.
  • Edit: Permission to update an existing action type.
  • Delete: Can only be deleted if not linked to other records.
  • Report: Permission to filter the action list based on type.

Warnings and Error Messages​

  • Code Uniqueness: Duplicate codes are not allowed.
  • Mandatory Fields: Code and Name are required. If left empty, the system will prompt a warning.
  • In-Use Type: Action types already assigned to actions cannot be deleted; they can only be deactivated.

User Tips and Best Practices​

1. Define Action Types Clearly​

Create meaningful and department-specific action types.

Best Practices:

  • Use short and easily recognizable codes.
  • Choose clear names like Project Planning, Improvement, OHS.

2. Keep Action Types Up to Date​

Regularly review unused action types and deactivate them when necessary.

Best Practices:

  • Avoid similarly named types that may cause confusion (e.g., Reporting vs Reporting).
  • Use consistent naming conventions across departments.

Frequently Asked Questions​

Why must action type codes be unique?​

Codes serve as the unique identifier for action types in the system. This prevents confusion in reporting and listing operations.

Can an action type be modified later?​

Yes, it can be updated.

What happens when an action type is deactivated?​

It becomes unavailable for new records but remains visible for historical tracking in existing actions.